Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 17, 2013 FBO #4103
DOCUMENT

R -- ECHCS Activiation - IO&T Services - Attachment

Notice Date

2/15/2013
 

Notice Type

Attachment
 

NAICS

541614 — Process, Physical Distribution, and Logistics Consulting Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246
 

ZIP Code

80246
 

Solicitation Number

VA25913R0264
 

Archive Date

3/8/2013
 

Point of Contact

Aeonard R Borel (Contracting)
 

E-Mail Address

504-2692<br
 

Small Business Set-Aside

N/A
 

Description

Answers to Questions - RFP VA259-13-R-0264, Hospital Activation IO&T ECHCS 1. In item B.3.3.5.2.4, Transition Planning and Relocation Services," the task of signage and way-finding for transition activities" is listed as a requirement. Please confirm that this includes temporary signage for transition activities, but excludes the design of permanent signage (e.g., room identification, wayfinding, and other environmental graphics) for the permanent facility. No -it does not. Design team has a signage package that is to be presented and used. 2. Page 7 - B.3.1 - General - please provide more info on Planning and purchasing of physical security. Part of design and construction. 3. Page 14 - B.3.3.5.2.2 - Comprehensive Furniture and Fixtures Services a. Is there existing art work that has to be moved? Possibly. b. Is there new art work that has to be planned (yes) and if so, is it to be included in the contractor's scope of work? Yes. 4. Page 16 - B.3.3.5.2.4 - Transition Planning and Relocation Services a. What is the likelihood that there will be interim moves? Minimal to none. b. Move Day Management - please provide more clarification of what is expected for movement of patients and staff with VA Police Per contract, contractor to develop plan. 5. Will VA users working on the project be allowed to access an Extranet website - secured with a VA-project-specific username and password? Yes 6. to document their Transition work activities? This secured extranet could also (but is not required to) be used as to share project files with other VA project users/team players. Yes 7. Are the IT services to be provided by the offeror to include Low Voltage, or is there a provider for that? Provided by VA Office of Information Technology (OI&T) 8. Is the Medical equipment already planned for the majority of the new hospital? Generic list only provided by A/E Medical Planner. 9. If not will the VA be providing the equipment list and a room by room list for pricing prior to the RFP response date? Per contract B.3.3.5.2.2. and B.3.3.5.2.3 - contractor to develop. 10. If an equipment list is going to provided who is responsible for the purchasing of the new equipment? VA 11. Has an existing inventory been completed for the furniture and medical equipment? No. Contractor to develop. 12. If so how much existing furniture and medical equipment is moving to the new facility and will the inventory be provided to the prospective contractor? No. Contractor to develop. 13. If not who will be responsible for doing the existing inventory? Contractor. 14. Will the selected contractor be responsible for soliciting and hiring a move contractor or will the VA solicit and hire the move contractor? If the VA is going to solicit and hire the move contractor will the IO&T contractor be responsible for preparing the move RFP on behalf of the VA? Contractor will assist in preparation of package, VA will contract for move 15. B.3.3.5.2.1 Comprehensive Project Management Services: Pg14 Please provide clarification of "provisioning of the facility". Is this an expectation of the Contractor procuring supplies? No 16. B.3.3.5.2.3 Comprehensive Equipment Planning Services Pg. 15 Is it the Government's intent that the IO&T contractor will directly purchase all items approved and authorized in the equipment planning process through the contractor's purchasing system? No- VA will purchase. 17. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In planning the relocation execution, please identify the following: the number of staff/rooms relocating and the number of patients of a typical occupancy day. Unknown at this point. Average occupancy is approximately 90. 18. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 Is the VA responsible for the movement of all existing 3rd party equipment like copiers, vending machines, and leased medical equipment? Yes. Contractor to coordinate. 19. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 Is the VA expecting the contractor to relocate large OEM type equipment such as MRI or cardiac cath labs? No. Need to coordinate with various vendors. 20. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 Are there any other storage facilities that will need to be relocated that are affiliated with the hospital? No 21. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In terms of the lab relocation, please provide quantities of associated/stored paraffin blocks and slides that will be relocated. To be determined by contractor as identified in contract. 22. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In terms of the lab relocation, please provide the linear footage of records (patient records by department) to be packed and unpacked by vendor. To be determined by contractor as identified in contract. 23. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In terms of the lab relocation, please provide the linear footage of library books and periodicals. To be determined by contractor as identified in contract. 24. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In terms of the lab relocation, please provide the linear footage of film files by department. To be determined by contractor as identified in contract. 25. B.3.3.5.2.4 Transition planning and Relocation Services Pg. 16 In terms of the lab relocation, please provide the anticipated amount of equipment to include IT and furniture that will be reused. To be determined by contractor as identified in contract. 26. Section D Pg. 84 What information is the government requesting under "Report Type" and "Report Date" in the Contractor Performance Report? To be determined in QASP Development 27. D.3 Contractor Rules of Behavior Pg. 92 Contractor assumes acknowledgement of this User Agreement is required upon contract award and no action is required at this time. Is contractor's assumption correct? Yes If contractor's assumption is not correct, will the government please define where within the proposal the contractor should address the Contractor Rules of Behavior. Is this document necessary for each proposed individual? 28. D.4 Business Associate Agreement Pg. 96 Will the government please define where within the proposal the contractor should address the terms and willingness to participate in the Business Associate Agreement? ? In the event of award, the BAA is requirement due to possible exposure to PHI/PPI. 29. E.1 Addendum 3d. Pg. 118 Are 11X17 folded pages allowed, provided they count for 2 pages? Is the 200 page limit specific to volume 2 Technical proposal, or does this apply to volumes 1 and 2? Will the Government please consider a font and size other than Times New Roman 12 for Figures and Tables? Contractor suggests Arial Narrow with a font size no smaller than 8pt. Does the government prefer double sided printing? An Amendment defining Proposal Configuration has been posted 30. Volume 1 Section 2 Tab B Page 120 and Volume 2 Section 2 Tab A Are resumes to be provided in both volumes? If so, do they count twice against page limitations? An Amendment to to strike Resumes from Vol 1 Sec II has been posted 31. E.10 Pg. 127 Will the government please define where within the proposal the contractor should address the existence, or the non-existence of real or perceived OCI? Potential Offerors should contact the CO before proposal concerning possible OCIs. 32. How will the Government identify or qualify the level of equipment purchasing to be made in the project? For example, will the Government provide an equipment purchasing "plug number" that will be used by all competitors in the computation of their total bid? Or, does the Government intend the IO&T contractor to determine the equipment purchasing funding requirement in the planning phase and present to Government for approval? Contractor to work with VA to determine. Will the Contractor be required to manage reuse equipment and/or relocation of equipment? Also, do you have a reuse list? No. What is your expectation of OEM equipment? If it is to be reused, contractor to coordinate with vendor to move. 33. E.1 - 5. (b) VOLUME II: TECHNICAL PROPOSAL REQUIREMENTS, Section I - Past Performance: "The Offeror shall demonstrate corporate experience with no more than three (3) projects completed within the last five (5) years ¦" Can the Offeror use performance references for IO&T projects that they are current performing but are not yet completed due to the multi-year period of performance? Yes 34. B.3.1.2 BACKGROUND: " ¦anticipated construction completion date of July 2015. Day one of patient care is targeted for October 2015." Since it's unreasonable to assume that the IO&T portion would need to be completed between construction end date 7-2015 and patient care date 10-2015, can you clarify if the IO&T Awardee will have access to areas as the construction is completed, thereby allowing for shared occupancy between the Offeror and the construction company from the date of award of this contract through the construction completion date? Yes. 35. Will there be phased openings of departments/floors/areas of the new medical center? No. If so is there currently a schedule available? No - contractor to help develop. If so can the government please provide a copy? When do you anticipate posting answers to the questions submitted on 05 February 2013? Will there be designated office space provided on-site for all key personnel? Workstations will be available. 36. Does VA Denver have a warehouse or warehouse space for storage and/or to receive FF&E's? No. Contractor to obtain. 37. Reference page 7, Section B.3.1: A reference is made to "specialty telecom systems" being within the IO&T scope of work. Please describe this requirement in further detail. What part of the telecommunications system and IT network is the IO&T contractor expected to design, procure and/or install? None. 38. Reference page 8, Section B.3.1.8.2: It states "The Contractor shall employ a qualified person at the project site to function as the Site Safety and Health Officer (SSHO)." (1) What qualifications are required for this position? (2) Can the Project Manager dual-hat as the SSHO? (3) Is this a full time position that must be on site for the duration of the project, or only during the receiving and installation phases? The site Safety and Health Officer shall have minimum qualifications having completed the OSHA "30-Hour Construction Safety" Course and the OSHA "Collateral Duty Course for Other Federal Agencies". The SSHO is not required to be a dedicated full time position and can be a collateral duty position. 39. Reference page 11, Section B.3.1.11: It states that "the Government may award other contracts for work not covered by this contract but necessary to overall project completion (such as procurement)." (1) Is procurement not part of this contract? (2) If not, what entity will be responsible for procurement? Contractor will have to integrate with Kiewit-Turner, the General Contractor 40. Reference page 21, CLIN 0002: It states "Provide and coordinate CID services or coordination of CID services in compliance with VA Interior Design Manual". (1) Has the A/E of Record already produced a CID package for this project? Yes. (2) Please describe in further detail the requirements of the IO&T contractor as it relates to the CID. Is the IO&T contractor producing the CID from scratch, validating/updating an existing CID, or only coordinating CID services? Coordinating. 41. Reference page 22, CLIN 0005: It states "Provide temporary and long term warehousing within a 10 mile radius of the project." Will the Government accept warehousing outside a 10 mile radius if it's more economical? No. 42. Reference page 23, CLIN 0007: It states "Provide for the facilitation of full POE for identified projects or for participation in POE activities as needed by the construction project A/E." Please elaborate. Is the IO&T contractor expected to perform a full POE or just be a participant? An Amendment to delete this sentence has been posted 43. Reference page 119, Volume I Proposal Format: What is supposed to be provided for Section II, Tab C? This tab is not described on page 120. How does it differ from the information provided in Tab A? Total Proposal Price. An Amendment to Add Tab C on Pg 120 Sec II has been posted 44. Reference page 120, Volume I, Section I, Tab A: Does the second sentence apply only if there is a Joint Venture agreement, as is the case in Tab B instructions for Teaming Arrangements? Read 1st Sentence with emphasis 45. Reference page 122, Volume II, Section I - Past Performance: Can Offerors submit experience of individual team members in lieu of corporate experience? Corporate Experience is expected. 46. If a company has prior involvement in equipment planning or space planning for this specific project, are they still qualified to compete? Yes they can compete 47. Are any key personnel identified in the PWS required to be on-site, full-time for the duration of the project? Program manager. 48. Will on-site work space be provided to IO&T contract personnel? Yes. Third floor of Building A where we will be meeting. 49. What is the anticipated dollar amount of FF&E to be designed, procured, and installed under this contract? Approximately $270 M. 50. Please provide FF&E drawings, Project Room Contents List, and cutsheets if they exist. To be submitted upon award. Contractor to develop room contents and coordinate with VA it identify cutsheets. 51. Is the disposition of excess FF&E a part of this contract? No. If so, please describe the process for getting rid of unused FF&E after the transition to the new facility is complete. Contractor to identify. VA will excess. 52. Section B.3.1 General What are IO&T contractor responsibilities regarding patient transition (i.e. who will physically handle the patients?). Will the contractor be responsible for coordination only, or will the contractor be responsible for the physical move of patients from one facility to the new facility? (Also in section B.3.3.5.2.4). Contractor to develop plan for move. VA staff will move patients. 53. What type/amount of physical security is required? Need clarification. 54. Does the VA anticipate dual occupancy of the new building to meet the scheduled occupancy date? Yes. 55. B.3.1.4.2. Quality Assurance (QA) Can the Government provide a list of any critical areas to be monitored with the QASP, along with any Acceptable Quality Levels (AQLs) and accompanying criteria? Contractor is to Suggest. 56. Will the IO&T contractor be responsible for surplusing or disposing of any excess medical and non-medical equipment? No. If so, does this include requirements to move or dispose of any hazardous, biological or chemical waste as part of the IO&T efforts? 57. B.3.1.9.5 Training The RFP states that the "contractor shall develop a training program ensuring that all Contractor personnel are properly trained/certified/licensed to accomplish the requirements of this contract." Since the RFP does not identify the type of training that the contractor shall provide to the contract team and does not require a formal "training plan" can the Government please provide additional details on how the training plan shall be evaluated? Certifications of completion to be forwarded to COR. 58. B.3.1.14.3 Warranty Management Plan (WMP) Will transitioning/reused equipment need to be included in the WMP (if still under warranty)? Yes. Can the Government provide a list and/or details about any warranties anticipated to be included in this effort? Upon award. 59. B.3.3.5.2.2 Comprehensive Furniture and Fixture Services The RFP states that coordination and/or creation of the CID package will be needed. Can the Government please confirm that this SOW includes the coordination of the CID package only? Yes - coordination only. Not creation. Is the contractor to provide all services designated in VHA HANDBOOK 1850.05, or is the contractor to coordinate / assist the VA designated Interior Design Officer (IDO)? Coordinate and assist. 60. Can the Government please clarify what is included in the statement that the contracts shall "Deliver inventories of all existing furniture and fixtures to appropriate staff?" What does this include? Pictures, manufacturer/model, dimensions, etc., or just generic list of "chair, waiting" with quantity? Generic list. 61. At what point in the IO&T process does the government anticipate formal acceptance of the equipment (i.e., when it's delivered to the warehouse or installed at the facility)? At warehouse. 62. Does the Government require that the IO&T contractor develop medical equipment packages from scratch or will the contractor only be responsible for validating a medical equipment list developed for a project by the A&E firm who designed the project? Assist VA in developing procurement packages from scratch. 63. Will the IO&T contractor be responsible for physically picking up, warehousing, storing, delivering and installing the medical and non-medical equipment? Coordination and developing contract to award to move company. 64. Does the IO&T contractor need to include the lease/rental cost for a secure, bonded warehouse? Yes. If yes, could the VA provide a complete equipment list and schedule so we can estimate the size and duration of time of the warehouse requirement? Contractor to develop list. Approximately 80-100k of warehouse space anticipated. 65. Will the IO&T contractor be responsible for initial purchasing of the medical and non-medical (IO&T) equipment? No. 66. Will the IO&T contractor be responsible for inventorying the medical and non-medical equipment at the existing facility? Yes. If yes, does this include re-use planning? Yes. If not, should we assume all new equipment? 67. Will the contractor be responsible for the dismantling and packaging of medical equipment and/or furniture reused from the existing site? No. Contractor to develop contract to award to moving company. 68. B.3.3.5.2.4 Transition Planning and Relocation Services Is it correct to assume post move clean up pertains to clean up related to contractor's scope of services only - i.e., the general construction clean-up will be completed by others? Yes. Does post move clean up include both the existing and new facilities? No - just new facility. Is the IO&T contractor responsible for developing the functional deployment listing (faces to spaces), (yes) or is the contractor responsibility limited to ensuring the database? 69. REMOVED - Previously Answered 70. B.3.3.5.2.6 Installation, Testing, and Training Services. Is it correct to assume that the IO&T contractor provides for the facilitation of (not actual) installation, assembly, technical inspection, and training for equipment purchased by the VA through other vendors? Yes. 71. Is it the responsibility of the selected contractor to ensure full integration and operability with the VA's VistA and other networked systems? No. Office of Informatics and Technology will do this. 72. Does the Government anticipate that any other software design, development, installation, or maintenance will be included under this contract? No. If so, can the Government please provide additional details on the anticipated requirements? 73. PRICE/COST PROPOSAL REQUIREMENTS Does the Government anticipate any travel will be necessary as part of the contract (i.e. for accompanying VA staff on visits to other Government installations or bringing subject matter experts to the ECHCS facility)?No. 74. Can the Government please confirm how ODCs should be reflected in the pricing proposal? There will not be any ODC CLINs. Incorporate all costs in proposed CLINs 75. As several of the CLINS will be needed throughout the period of performance, while some will only be needed later in the period of performance, can the government provide an anticipated design and construction schedule? Not at this time. 76. On page 119, the RFP references a requirement for the submission of "Teaming Agreements (if applicable)", but on Page 120 in a larger expansion of the requirement, it states "Teaming Arrangement," which is a defined arrangement between two parties under the parameters of their respective GSA Schedules. Can the Government please clarify that the actual "Agreement" should be included or if the "Arrangements" (i.e., CTA's under a Schedule) should be provided? An Amendment to make both entries read 'Agreement' has been posted. 77. LIQUIDATED DAMAGES FOR DATA BREACH How is "data" defined/contemplated under this RFP and how does the Government anticipate the IO&T contractor will be handing the "data" as part of the effort? Data would be considered anything that is given access to or created during the course of the contract. Contractor will be using reasonable safeguards to protect the data. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Can the Government please provide additional details on the extent to which IO&T contract staff will likely be exposed to or tasked with handling "data" which is considered SPI/PHI? How many SPI/PII records does the Government anticipate the IO&T contractor will be encountering/handling? The Government does not have a good figure on how many SPI/PII a Contractor will have access. The Government has concerns based on the level of systems access the contractor will require; it is possible that the IO&T Contractors will have administrative rights to local machines/workstations, shared file folders, and possibly network servers. 78. B.3.1.3 (page 7 of 142) states that Contractor must be able to respond to multiple requests for work at diverse locations throughout the Denver Colorado Metropolitan Area. Are multiple facilities moving into the new facility? No. 79. B.3.3.5.2.7 (page 17 of 142) states that the Contractor will facilitate a full POE for identified projects ¦..are there other projects than the 1.2millliion sf medical center (No) or does this mean the POE will just focus on specific areas? 80. REMOVED - Previously Answered 81. Section B.4, Price / Schedule provides a detailed bid schedule with respect to the types of services to be provided, and the quantity, unit, unit cost and total cost for each CLIN. However, the solicitation does not provide any indication of the actual scope that is to be accomplished under each CLIN. Please provide documents that clarify exactly what scope is to be included in each CLIN. E.g., does the VA have a notional phasing plan for moving into the new Med Center? Offeror can propose an Alternate CLIN. No Detail Bid Schedule. 82. Which buildings, floors &/or departments will be included in each contract year? Unknown. 83. Is there a Project Room Contents Report (i.e., equipment list) that will serve as the basis for pricing? No. Contractor to develop. 84. Section B.4, Price / Schedule - Option Years 3 and 4 occur after the Oct 2015 target date for day one of patient care noted in B.3.1.2 Background. Please clarify the specific IO&T scope that will serve as a basis for pricing Option Years 3 & 4. Optional CLINS Based on possible Delays. Alternate CLINs can be proposed. 85. B.3.3.3.1.2. Upon completion of the inventory, the gaining Contractor shall then certify the findings of this inventory, assume accounting responsibility, and shall be hand receipted the property from the Contracting Officer. All property receipted to the incoming Contractor shall be controlled and maintained as required by this contract. What does this mean? If the inventory is completed does this mean the Contractor is responsible for its security until the new equipment has been received and installed, even if this is over a great length of time? No GFP except for office equipment for performance of work. Is it your plan to take the inventory information gathered by the new contractor to develop the reuse list? The Contractor will be responsible for the return of office equipment at end of use. What happens when the VA surpluses equipment and does not inform Contractor? We will not surplus equipment you are using. Surplused Equipment will be identified from the developed list. Subsequently what happens when the VA purchases new equipment and does not inform the Contractor? Procured Equipment will be added to the list. When equipment is moved throughout the facility how can Contractor be responsible? Equipment and Furniture Moved will be based on Contractors Schedule - Contractor will be responsible 86. In the solicitation there is a construction completion date but no formal BOD, OFB, or Outfitting periods. Further, should we assume these dates will be developed during the onsite user group meetings? Yes. 87. How many Design Charrettes do you anticipate per department? Will there be the typical 3 design charrette phases: 35% /65%/95%? Do you have a typical submittal template that you can provide? Not an A/E Function - Design Build 88. It appears you are suggesting we hold vendor fairs to help identify the necessary products for the clinic. If this is true, are these fairs to be held at the VA or offsite? Both. Who will provide the venue? Contractor. Who are the architect and GC for the new facility? Two different joint venture teams. 89. Do you follow the Milcon 1691 naming conventions? Not a Military requirement. 90. Is it your intention to procure all the FF& E, Medical Equipment, and other commodities and only have the IO&T contractor be responsible to receive them into our warehouse, then deliver and install? Contractor to identify specifications and help develop procurement plan in conjunction with VA. VA to purchase. Can you provide a list of departments, number of personnel per department? Approximately 1,800 employees. Standard hospital departments for inpatient and outpatient care facility with mental health. How large is your BMET shop and will the shop be tasked with acceptance of the equipment and entering into the VA system? Yes in conjunction with logistics. Do you have drawings for the new and existing facility that can be reviewed? Please provide construction documents for the new ECHCS VA Replacement Medical Center. Further, please confirm if these documents will be provided in AutoCAD / Revit / other electronic format during the solicitation, or to the successful offeror. Currently only have PDFs for new. Have AutoCAD for existing. The solicitation does not address IO&T BIM requirements & deliverables. Please clarify. Not needed. 91. Will the IO&T contractor have access to the hospital (dual occupancy with construction contractor) prior to construction complete date of July 2015 to allow transition to be complete by October 2015? Yes. How much of any of the medical equipment, furniture, and IM/IT will be re-used from the existing facility? Unknown contractor to develop list. Will the IO&T contractor be required to utilize its own capital to purchase medical equipment, non-medical equipment, and furniture? No. Or will the VA use its own personnel, process, and funding to purchase all necessary equipment and furniture based on sourcing conducted by the IO&T contractor?Yes. What is the estimated value of new equipment planned for the VA replacement hospital in Aurora, CO. $270M 92. 5. Is a engineering degree sufficient to be the Principal, Program Manager, and/or Project Manager? Offeror's Decision 93. Is there a government level of effort (LOE) estimate for this work? If so, can the government please provide a copy of the LOE? NO 94. What incumbent(s) are working at Denver presently? Are contactors currently working on this project and related contracts allowed to participate? The Activation of the yet to be constructed Hospital is a new requirement. Contractors are able to participate as long as OCIs are addressed and mitigated. 95. If the VA has warehouses that can be leveraged for this activation how many do they have and of what sizes? Are there other spaces that will be available to leverage for this activation? None. 96. Does the VA/Will the VA hold the lease for the warehouse?No contractor will. 97. What clinics/services are going to be transferred to the new facility? All. Are they standard VA medical Center profile? Yes. Are they consolidating facilities? No. 98. Reference: p. 6 of 142. Subcontracting Commitments - Monitoring and compliance. What is the name of the support contractor that the CO may utilize to assess contractor compliance with the subcontracts commitments incorporated into this contract? The CO will monitor the QASP. 99. Has the current property listing been assessed for reuse? If so, approximately what percentage may be reused?Unknown. How current is the Equipment List and can it be provided to us? Generic list only; incomplete. Who will assess the condition of the furniture and fixtures for use or decommission? Contractor in conjunction with VA. Will you be using any existing equipment? Yes. If so, will you want the Consultant to build or update an existing equipment list? Yes. Will you want the Consultant to facilitate an assessment of the quality and condition of that equipment for future use? Yes. 100. Reference: Section I - Past Performance - The Offeror shall demonstrate corporate experience with no more than three (3) projects completed within the last five (5) years with references and contacts which will be contacted by the Government's Evaluation Panel. Page 122. Please confirm whether qualifications from subcontractors will be acceptable for the past performancerequirement. Yes 101. Reference: B.3.1.9.6.7. Transition Planner/Scheduler: Page 9, B.3.1.9.6.5. Interior Designer : This individual provides professional Interior Design services. Page 10 The list of personnel in the solicitation included an Interior Designer and Transition Planner/Scheduler, is this in addition to those existing on the A/E team? Yes. Reference: 1.4. Comprehensive Interior Design (CID) or Interior Fit-Out: total design that includes structural interior design and furniture, fixtures, and equipment (FF&E) design services. Typically developed and coordinated with the architectural design in accordance with applicable design guides, the project delivery process and project scope of work. Page 88. Will there be specific Comprehensive Interior Design (CID) software required for the comprehensive furniture and fixture service? No. 102. Reference: Reference, RFP page 122 Section II, Tab B - Task Requirements, the Government states, "The Offeror shall demonstrate their approach for executing the technical and management capabilities and how their approach shall provide the best overall solution for the requirement." Will the Government please confirm that the "technical and management capabilities" is aligned with pages 14-17, "Description of Services, B.3.3.5.2 is the PWS and the required work for this engagement? Yes, the PWS requires Abilities. 103. Reference: Reference, RFP page 122 Section II, Tab B - Task Requirements, the Government states, "The Offeror shall demonstrate their approach for executing the technical and management capabilities and how their approach shall provide the best overall solution for the requirement." Will the Government confirm that these services are CLINs and that they align with pages 21-33, B.4 Pricing/Schedule? Yes, the PWS is reflected in the Price Schedule 104. Reference: 1.(b) PRE-PROPOSAL CONFERENCE: There will not be any Oral Presentations after proposal submission. A Pre-Proposal Conference will be held at the Contract Performance Site, located at 13611 E. Colfax Avenue, Aurora, Colorado 80045, starting at 8:00 am (MT), scheduled on or near February 12, 2013 Page 117 Please confirm whether or not the capability brief during the bidder's conference is done in private or in a public setting. YES 105. What are the standard work hours for the IO&T personnel? 7:30 - 4:00 M-F In what format will the master Equipment and Reuse Lists be released to potential bidders and when? Contractor to develop these lists. Currently VA only has incomplete generic list. 106. Who will purchase the IO&T commodities? The Government 107. B.3.3.3.1.1, The solicitation references Government furnished property. Will the Government be providing computers, printers, copiers, fax, workspace and office furnishing for IO&T personnel? Yes. 108. Will the GC turn the facility over by phase or at building completion (BOD)? Yes. If turned over in phases do you anticipate the IO&T contractor to install new equipment in phases as well or all at once between Functional Occupancy Date and Business Occupancy Date - first day to see patients? Installation of equipment in phases. All buildings will open at same time for first patient day. 109. Will the OI&T contractor be provided an on-site staging area for assembling new equipment prior to moving the equipment to its final location? No. 110. Will the IO&T contractor be responsible for gaining all equipment in DMLSS and loading it into the maintenance database as part of the turn-over and final close-out? This pertains to DOD. VA uses AEMS/MERS software system. ( AEMS/MERS Automated Engineering Management System/Medical Equipment Reporting System) 111. Will the IO&T contractor be responsible for equipment turn-in to DRMS? This pertains to DOD. VA will do equipment excessing. 112. Does the VA have a recycling program for turn-in of scrap and furniture? GSA. VA will coordinate. 113. Does DRMO accept 1348-1A from DMLLS or does DRMO require ETIDs? This pertains to DOD. 114. Where is local DRMO? How far away, hours of operation, do they except scrap, how far in advance do you need to make appointments? This pertains to DOD. 115. Is there a central repository where all questions and answers will be posted so that all potential bidders will have visibility of all the questions asked? The Federal Business Opportunities Website 116. Will there be an opportunity to submit follow-up questions following the pre-proposal conference? The questions submitted in writing on the day re included in this posting 117. Will potential bidders be authorized to record the session? NO If not, will slides and Q&A be provided on Fed Biz Opps? Yes 118. Will a pricing template be provided? NO 119. Who is the designated VA representative/POC/program official that the contractor will work with for this project? Are there other key? POC's named? Aeonard R. Borel is the VA Contracting Officer 120. What are the specific OSHA requirements? (page8) Pamphlet 7701.01 121. Is there a specific format for the Accident Prevention Plan? (Page 8) Contractor Developed 122. Performance Evaluation Meetings. Can the VA clarify the contents/requirements of the Performance Evaluation Meeting Report? (Page 11) Reference QASP Development Requirements 123. Will the VA Contracting provide letters authorizing the contractor to buy furniture and equipment at the GSA Schedule price? No 124. Will training of VA staff be given to representatives only during the day shift or every shift? Day shift only. Some day shifts are 7:00 a.m. to 7:30 p.m. 125. Will training be required for reused equipment? No. 126. Will the contractor be responsible to move hard copies of patient records? If so will the VA provide a liner feet estimate of existing files? To be determined. 127. Will the contract require that the selection of furniture and medical furnishings qualify for LEEDS points? Yes. 128. Is the Contractor expected to purchase equipment/items budget with the Contractor's funds? No 129. Will the GC still be completing punch work when the IO&T contractor is responsible for security of the building and equipment? VA will be responsible for building security. 130. Will the CLINs be awarded to one Contractor or is there potential to award to more than one contractor by CLIN? Single Award 131. How many locations will be transitioning to the new facility? Only 1. 132. Per B.3.3.5.2.5 what is considered long term? Only until activation is complete. Will there be items that extend past the awarded CLIN in Storage? No. 133. We assume that the hospital's infrastructure can support the FFE requirements (Structural, Mechanical, Plumbing, Electrical, Communication, Fire Protection, systems, etc.). Please confirm we have to design and install the interface needed between the hospital systems and FFE, e.g. anchorage, mounting hardware, transformer to make adjustments in power, die-electronic breaks etc, Verify utilities only. 134. General, CLINs 003 Will the VA provide the current property list of equipment, thus allowing the IO contractor a basis of understanding amount and type of assets existing? Equipment, furniture, PC/Info. TBD by contractor. Contract identifies that contractor will develop inventory of current facility. 135. General, CLINs 004 How many existing buildings and square feet of each of the existing facilities to relocate? Information needed to provide an understanding of the relocation impact and pricing. Multiple buildings on one campus; approximately 680,000 sf. 136. General CLINs 003 Will the government provide PDF drawings of the new Hospital? This Information can provide understanding of the departments and general equipment needs. Yes upon award. 137. Eval Criteria Sec II - Is there a specific spreadsheet or synopsis matrix sheet to document Firm Fixed Pricing Schedule for CLINs 1001-4007 other than sheets noted in pages 21-33 of the PWS? No - Price CLINS or provide Alternate CLINS 138. B.1.7 pg 5 and B.3.1.2 pg 7 - Can the Government provide current time frames for Construction progress, Phasing of separate completions, BOD anticipated FOD. Only date provided is a period of performance for 5 years and generalized BOD and FOD (Patient Day) in Background. No. These are only milestones currently identified. 139. B.3.1 pg 7 and b.3.1.9.6.8 pg 11 - Will the IO contractor be responsible to provide transition and move planning, relocation, equipment selection, for the main computer room? No. 140. Will a CID be provided upon award? Please clarify. 141. Does the CID include Artwork? Artwork specifications to be developed by contractor in conjunction with VA. 142. Are there any historical artifacts that need to be included with the art package? Possibly. 143. Will the Interior Designer attend "Vendor Fairs" with VA representatives? Select fairs only. 144. Referring to Vendor Fairs - meaning trade shows? Would this also include visits to manufacturer showrooms? No. 145. Will the Government provide a room by room equipment list of the new hospital? To be developed by contractor. 146. Will the Government provide a rough percentage estimate of how much existing assets (medical equipment, IT. and furniture) is planned to be reused vs. Disposed of? Unknown at this time. 147. What size is the Warehouse requirement? What is the expected warehouse duration? Approximately 80-100K sf. Only until activation completed. 148. Is the IO contractor responsible for contacting vendors for delivery/installation coordination? Yes. 149. As part of the turn key services, will the IO&T contractor be required to provide property disposal, or prepare property for turn-in? No. 150. Do any of the Key personnel require valid security clearances and what Government IT systems is the IO&T Contractor expected to access? No security clearances. Standard VA identity requirements to obtain computer access. AEMS/MERS, Vista 151. Comprehensive Program Management Services - What is the likely frequency duration of the Performance Evaluation Meetings? To be determined from the Proposed QASP 152. Transition Planning and Relocation Services - Id the IO&T Contractor expected to facilitate the development of a clinical 'Conceptual Operation', or is the operational planning referenced only pertaining to transition planning? Contractor to work with departments to assist in identifying operational concepts. 153. Will the government provide the policies and procedures to be included in staff orientation and training, and to what extent will the IO&T contract be expected to contribute? Per contract, contractor to assist VA in identifying and developing necessary policies and procedures needed for activation. 154. Installation, Testing and Training Services - What percentage of Quality Assurance Checks will the Government perform on the IO&T contractor's installations and equipment Tis and certifications? None. VA will perform. 155. Regarding the IO&T contractor developing service agreement scopes - What is the Government estimate on the number of new equipment technologies to the facility that require additional maintenance agreements? Unknown. Will be identified once equipment list completed by contractor. 156. Does the Government expect user level orientation-training on only the equipment that is being introduced to the facility for the first time? Yes. 157. What is the level of background security investigation required on the IO&T contractor's employees and sub-contractors? Position Designation System and Automated Tool (PDAT) is available, link below. This is referenced in VA Handbook 6500.6 and is used to determine categorization of a contract/contractors. By completing the online questionnaire, the COR and CO are in the best position to determine what type of access and level of investigation required for the position. http://www.opm.gov/investigate/rddesources/position/PosDesig-Step1.aspx 158. Purchasing: Can the Government provide a list of equipment to be purchased and installed by the GC? Upon award. 159. Purchasing: Can the Government provide a draft equipment list of equipment that will be purchased by the Government, but expected to be tracked, installed, and closed out by the IO&T Contractor? Incomplete generic list is only current list. Contractor to develop full list. 160. Can the Government a list of sensitive items and/or Precious Metals that the IO&T contractor may be expected to transition? TBD. Probably only Dental items. 161. Will the IO&T contractor have access to the GC work Schedule/IMS in order to minimize disruption and coordinate work stream efforts? After award and approved schedule identified. 162. Are the Items that the IO&T contractor will be required to de-militarize prior to disposal? No 163. What are the major milestones as referred to by the Master Schedule? Only milestones identified at this point are BOD and first patient day. 164. What is the VA's definition of post-move clean-up? VA will handle. 165. What Transition and Warehouse needs will there be in the contract base year, option year one, and option year two? Highly unlikely, unless the offeror proposes a requirement 166. If a firm was involved in the structural peer review, does that create a conflict? NO 167. In the RFP the qualifications for the key individuals in the principal/corporate oversight, program and project management states degrees in engineering/architecture. Are degrees in related fields such as nursing and healthcare administration acceptable with related experience? They would be competitive 168. In references for past performance, would formats other than the one provided, be acceptable if the same evaluation points are covered? In order to enable standardized evaluation the Government will be using that format to query for Past Performance. 169. Is the VA coordinating the logistics for moving all veteran patients? VA Nurse/Medical Staff will accompany all patient moves. The Contractor will develop the move logistics and perform the move. 170. You mentioned that approximately $270M was budgeted for FF&E. That amount seems high. Is this number the budget number for the FF&E plus other items such as telecom, software, and services? Can you break that number down into major categories? Such as diagnostic radiology, lab, furniture, medical equipment, other office equipment, Operational equipment, telecom. Info Technology (IT) such as PC/Software/Devices, etc? Stratification of types and mount of items in the $270k will help pricing for warehousing (bonding/insurance), equipment and IT planning effort, etc. This is the budgeted value. The breakdowns you request are not readily available to provide in time to submit this response. 171. Do you anticipate all of the $270m of FF&E items be shipped direct to the new facility or do you expect all to go to the warehouse for consolidation? Scheduling should allow for as much FF&E to be send directly to the new facility as possible. 172. Please Clarify Pricing Expectations. Para B.4 seems to require seven (7) CLINS to be price for the Base year and four (4) option years. (FY13-FY17). Does the VA want pricing for each year for consistency sake? Or should we price the CLIN's for anticipated timing needs based on Summer 15 as BOD/Fall 15 as FOD/Patient Operational? For example, if the project is completed Fall 15, why price anything in Option year 4 (FY17)? The Government asks Offerors to price existing or alternate CLINs based on what is currently anticipated (Summer 15 as BOD/Fall 15 as FOD/Patient Operational). As all but the base year is Optional, CLINS will not be exercised that are not needed. If they are needed due to construction delivery slip, then having those late CLINs priced will allow for continuity. 173. Warehousing service, as described, does NOT include delivery service/support to trans-ship the goods to the hospital from the warehouse, at a later date. Are you expecting the delivery service in this CLIN (0005, + 4 option yrs) or were you anticipating the "secondary" relocation contract to provide that service? We would suggest that a warehousing and delivery service would minimize the chain of custody links. Delivery from the Warehouse, as well as from the old facility to the warehouse, is a service that will be expected to be provided by the Contractor. 174. At the pre-proposal conference you mentioned that the Program Manger must be full time on site. You did not anticipate other positions to be require full time on site. Can you clarify if you meant the Program Manager (B.3.19.6.2) or the Project Manager position? (B.3.1.9.6.4). It would seem the Project Manger would be more suitable. Clarification: The Government meant the Project Manager Position would be full time on site.. 175. What's the old facility's square footage? Approx 650,000 sq ft. What are the existing services that will be relocated to the new facility? Anesthesiology, Audiology and Speech Pathology, Cardiology, Cardiothoracic, Dental, Dermatology, Diabetes, Ear, Nose and Throat, Endocrinology, Gastroenterology, General Medicine, Geriatric, Geriatric Rehabilitation, Gynecologic, Hematology/Oncology, Homeless Program, Hospice, Infectious Disease, Imaging, Mental Health, MRI, Nephrology, Neurology, Neurosurgery, Nuclear Medicine, Ophthalmology, Orthopedics, Pathology & Laboratory, Pharmacy, Physical Medicine & Rehab, Podiatry, Prosthetics Treatment Center, PTSD Treatment, Pulmonary, Research, Renal, Rheumatology, Substance Abuse Treatment, Surgical, Urology, Vascular, Voluntary Services, Women's Health, Wound Care 176. REMOVED 177. What is the expectation for vendor fairs? Will the IO&T contractor need to arrange vendor visits/presentations at the current VA facility for key vendors/technologies? Yes Will the IO&T contractor need to arrange and accompany off-site vendor visits for any clinical group? If necessary Will the IO&T arrange and accompany visits to key annual trade shows? If necessary 178. Phasing. We understand the construction schedule is not available to you or the vendors. However, can you verify that you anticipate sub-phasing move-in to occur? You indicated there were several connecting buildings (clinics, lab, diagnostic), Sub-phased relocation of facilities over a period of time vs one single relocation event has significant operational impacts in the proposal budget. We anticipate to start Activation in each building as certification of Beneficial Occupancy is provided, and this should happen at different times, as each building is inspected and punch-lists are developed. 179. Can you provide a copy of the building program information presented at the Pre-proposal? The Slide Presentation? Yes. 180. We have an Administrative question related to properly filling out the Contractor Performance Report (form is different than what we have seen) : What is the difference between the Host Agency and the Evaluating Organization? Commodity Code? IO&T is a service not a commodity. We didn't have subcontractors, but self-performed the work. Is there an example template to review? When they state Contractor Manager/Principal Investigator, who are we talking about? How is that person different from the Contractor Key Person? The Government will be using those forms to reach out to your past clients for Past Performance Information. 181. Aren't the Project Officer/COTR, Contracting Officer/Contractor Representative, from the Client? Those names will be your past client's people 182. Will warranty purchase/management be a part of the separate Equipment Purchasing contract or will it be a coordinated effort from the IO&T contract? There is no separate Equipment Purchasing Contract - The Government will be purchasing all equipment. Warranty Purchase Management will be coordinated with the IO&T Contractor. 183. Will the delivery to warehouse and delivery to final destination for FF&E be included in the Equipment Purchasing contract or the IO&T Warehouse Management? IO&T Warehouse Management 184. Is there a defined/planned warranty period required for FF&E from date of purchase time or from installation and acceptance? All FF&E has at least 1 year warranty from date of installation and acceptance. After this, Maintenance Contracts will need to be in place. 185. REMOVED 186. REMOVED 187. REMOVED 188. It was answered during the Pre-Proposal meeting that relocation execution (physical move) was NOT part of this contract. Does this mean that the physical relocation of items from the warehouse to the new facility is also NOT part of this contract? CLARIFICATION: the Physical Relocation of items from the warehouse to the new facility, and from the old facility to the warehouse/new facility will be part of the IO&T Contract. 189. CLINs 0006, 1006, 2006, 3006, and 4006 require the Contractor to provide for the installation and testing of all purchased equipment/systems. What basis should Offerors use to price this service without knowing what is being purchased? Are Offerors responsible for installing high-cost systems such as MRI, CT, or other Radiology systems? NO If an equipment list cannot be provided, please describe the types of furniture, equipment, and systems that the Contractor is responsible for installing and quantify to the greatest extent possible. $270M FF&E 190. Regarding the submittal of the electronic/e-mail version of the RFQ and the hard copy submittal on the same day (Feb 28). Since the hard copy would require extra time and early completion in order to ensure delivery on the same day, we are wondering if the hard copy version could be delivered a day or so past the due date as long as the electronic version delivered as required. If no, can the hard copy version be received after the submittal date as long as it is post marked by the due date? Proposals, both hard copy and electronic, are due as posted in the RFP.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25913R0264/listing.html)
 

Document(s)

Attachment
 

File Name: VA259-13-R-0264 A00002 VA259-13-R-0264 A00002_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=622198&FileName=VA259-13-R-0264-A00002000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=622198&FileName=VA259-13-R-0264-A00002000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02989007-W 20130217/130215233950-542c5fba065857ad955971fa3b50e3f1 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |